Human Services Specialist 1

DHS17-1188

The Department of Human Services (DHS) mission is the safety, health and independence for all Oregonians. We help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice and preserve dignity. We protect children who are abused or neglected. We serve seniors and people with disabilities. We help low-income people along the road to self-sufficiency with health coverage, job preparation, childcare and other supports. Our services are delivered in the least restrictive setting and in partnership with communities. We are absolutely committed to ongoing innovation in the delivery of services, and we are committed to recruiting, developing and retaining dedicated employees. DHS is guided by our core values of Integrity, Innovation, Respect, Service Equity, Responsibility, Stewardship and Professionalism.

DHS employs over 7,500 people, in more than 100 locations around the state, and delivers services through and in coordination with many community partners.

This employment opportunity is with the Self-Sufficiency Program, which is part of Department of Human Services. There is ONE permanent full-time opening located in Oregon City (315 Beavercreek). This position is represented by a union.

This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

Duties & Responsibilities

This position provides assistance to individual and families seeking services by providing specialized assistance on behalf of program staff. This position helps to guide customers of Self Sufficiency Programs (SSP) through the sharing of rules, policies, procedures and programs by performing case aid duties in collaboration with other branch staff. This position also may assist customers in meeting emergent needs for SNAP and issues authorized payments for services. Duties include:

Meet, Greet and Direct

In a professional, respectful manner, create a welcoming environment for the public (over the telephone, in person in the lobby, at the counter and by written correspondence) by exploring the purpose of the contact and how we can be of assistance.

In a manner that preserves the dignity of the individual/family, depending on the purpose of the contact, identify and explain the service/programs and processes of the agency and district and programs. .

Schedule interview, home visit, referral appointments. Set up and maintain appointment schedules for multiple workers.

Provide forms to customers to apply for or receive services either from SSP or a contract/community partner.

Review applicant documents for completeness (including needed verification), for TANF, ERDC and SNAP to ensure all questions have been answered; including applications received online, electronically and in paper format. Screening may include a brief interview with customers to identify their situation as well as checking mandatory system and narrative screens. May schedule appointments with appropriate workers in alignment with branch protocol.

Receive, review and send documents on behalf of medical applicants to the appropriate Medicaid agency (Oregon Health Authority or Aging and People with Disabilities). Provide copies of documents to customers upon request.

Customer Service Support

Review applications, forms or other documents for compliance with program criteria and completeness including appropriate documentation if necessary.

Perform specialized record processing activities requiring independent judgment to make decision or select a course of action based on laws, rules, policies and procedures within TANF, SNAP, ERDC or TA-DVS.

Issues support service payments on behalf of the Family Stability Coach as authorized in the case plan.

Enters attendance data into the TRACS system on behalf of the Family Stability Coach as documented by the mandatory recipient or contract provider. Regularly reviews active case reports and seeks appropriate documentation to support attendance being reported or entered. Sends reminders to mandatory recipients and contract partners to obtain timely attendance reporting.

Schedules appointments on behalf of the case manager for home visits, coaching meetings, re-engagement meetings or referrals to appropriate community providers.

Provide financial duties including: distribution and tracking, ordering or receipting bus passes and tokens, gas vouchers or support payments.

Review applications, forms or other documents for compliance with program criteria and completeness including appropriate documentation if necessary.

Perform specialized record processing activities requiring independent judgment to make decision or select a course of action based on laws, rules, policies and procedures within TANF, SNAP, ERDC or TA-DVS.

Issues support service payments on behalf of the Family Stability Coach as authorized in the case plan.

Enters attendance data into the TRACS system on behalf of the Family Stability Coach as documented by the mandatory recipient or contract provider. Regularly reviews active case reports and seeks appropriate documentation to support attendance being reported or entered. Sends reminders to mandatory recipients and contract partners to obtain timely attendance reporting.

Schedules appointments on behalf of the case manager for home visits, coaching meetings, re-engagement meetings or referrals to appropriate community providers.

Provide financial duties including: distribution and tracking, ordering or receipting bus passes and tokens, gas vouchers or support payments.

Working Conditions:
Constant public contact, including contact with customers under stressful conditions. High volume of computer work/keyboarding in a fast paced team environment with shared workspaces. May require a valid driver’s license or other acceptable method of transportation.

The work schedule for this position will be determined by business need. Also based on business need, this position may be relocated to other offices or to out-stationed sites within the district

Qualifications, Required & Requested Skills

Your application materials, including your answers to the ‘Supplemental Questions’ will be reviewed to determine if you meet the minimum qualifications and how you meet the requested skills for the position to which you have applied. Your answers to the supplemental questions must be reflected in your application.

MINIMUM QUALIFICATIONS

Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR

An Associate’s degree in Office Occupations or Office Technology; OR

Graduation from a private school of business with a Certificate in Office Occupations or Office Technology; and one year of general clerical experience.

College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

REQUESTED SKILLS

Front desk reception experience

Ability to communicate detailed information to a diverse audience.

Experience eliciting information from applicants/recipients for a program/service

Experience explaining rules, regulations and procedures for a program/service

Experience processing, entering, and/or verifying detailed data Experience clearly demonstrating the ability to provide outstanding customer service by phone, in-person and by e-mail.

Excellent attention to detail and high level of accuracy. Strong computer skills and proficient in the use of Microsoft Office applications including Word, Excel, and Outlook.

Ability to organize work efficiently and manage multiple tasks with interruptions, as well as manage the workload with competing deadlines.

Demonstrated experience with multi-line phone.

Experience working in a fast paced environment.

Experience handling and maintaining confidential and/or sensitive information

Strong verbal, written and communication skills

Strong mathematical skills

Excellent typing skills.

Scanning skills.

Experience working in a team environment as well as working independently with little supervision

Only the candidates whose experience most closely match the qualifications and desired attributes of this position will be invited to an interview.

Additional Information

The state of Oregon is now requiring all applications have a valid email address.

Applicant E-Recruit Help and Support

This quick help guide can also be found on the State Jobs Page by clicking in the Applicant E-Recruit FAQ’s then click on Applicant Profile Maintenance.

E-Recruit technical support : support@governmentjobs.com

Information on Veterans’ Preference points

Questions and inquiries regarding this recruitment may be directed to:

kathie.brostrom@state.or.us

503-753-0221

DHS will communicate with all applicants via e-mail.

TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900 and ask the Telecommunications Assistant to connect you to 503-945-5698 (8:00 a.m. and 5:00 p.m. (PST) Monday-Friday.

If you are offered employment, the offer will be contingent upon the outcome of an abuse check, criminal records check and driving records check, and the information shall be shared with the DHS, Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.

PLEASE CONSIDER JOINING US!

The Oregon Department of Human Services is committed to affirmative action, equal employment opportunity and workplace diversity.

Core benefits

Medical, vision and dental insurance

Comprehensive medical, dental and vision plans for the employee and qualified family members

$5,000 in employee basic life insurance Retirement benefits

Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)

Employer paid defined benefit and defined contribution programs **Effective November 1, 2016, SEIU represented employees who are Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95%. Upon becoming a PERS participating member, SEIU employees pay the employee 6% contribution to PERS.

Paid leaves and other benefits

Sick leave earned at the rate of 8 hours per a month with no maximum accumulation

Vacation leave earned at a minimum rate of 8 hours per month with accrual rate increases at 5-year increments

24 hours personal leave earned each fiscal year

Ten paid holidays a year The state also provides access to an innovative Employee Assistance Program that offers work-life counseling, along with homeowner, legal and family resources.

Optional benefits

Term life (employee, spouse or domestic partner, and dependents

Long-term and short-term disability

Accidental Death and Dismemberment

Long-term care (self and eligible family members)

Flexible spending accounts

Option to enroll in the Oregon Savings Growth Plan, a deferred compensation program offering a wide variety of investment options.

The following information describes typical benefits available for employees. Actual benefits received may differ by position or branch of government or be prorated for other than full time work.